Talent Acquisition Specialist

At Headlands Research, we are dedicated to enhancing clinical trial delivery within our communities. As a leading network of advanced clinical trial sites, we leverage cutting-edge technology and exceptional support services to broaden outreach and participation. Founded in 2018, our rapidly growing company currently operates 20+ sites across the US and Canada, with plans for further expansion.

Talent Acquisition Specialist

The Role:

We are seeking a highly organized and detail-oriented Talent Acquisition Specialist to support our growing recruitment function across a multi-site clinical research network. This role will play a critical part in driving an efficient, high-quality hiring process by owning key administrative and coordination activities across both site-level and corporate hiring.

The ideal candidate thrives in a fast-paced environment, enjoys managing multiple priorities, and is passionate about delivering an excellent candidate and hiring manager experience.

Responsibilities:

• Proactively source candidates for high-volume and hard-to-fill roles (e.g., Clinical Research Coordinators, site staff, and corporate positions) using job boards, LinkedIn, and internal databases

• Build and maintain talent pipelines for recurring and evergreen roles

• Partner with Talent Acquisition Partners to support targeted sourcing strategies

• Conduct initial resume reviews and phone screens to assess basic qualifications, interest, and alignment with role requirements

• Ensure candidates meet minimum qualifications before advancing in the process

• Provide clear and timely feedback to recruiters on candidate quality

• Own end-to-end interview scheduling across multiple sites, time zones, and hiring managers

• Coordinate complex interview logistics, including panel interviews and rescheduling as needed

• Ensure a seamless and professional candidate experience throughout the interview process

• Maintain accurate and up-to-date candidate records in the applicant tracking system (Greenhouse)

• Ensure all candidate activity, feedback, and hiring decisions are properly documented

• Support reporting efforts by ensuring data accuracy and completeness

• Assist with job postings and requisition management

• Track candidate progress and follow up with hiring managers to ensure timely feedback

• Support offer process logistics, including reference checks and background check initiation

• Serve as a primary point of contact for candidates throughout the early stages of the hiring process

• Provide timely communication and updates to ensure a positive candidate experience

• Help identify opportunities to improve and streamline the hiring process

Requirements:

• 1–3 years of experience in recruiting coordination, talent acquisition, or a related administrative role

• Strong organizational skills with the ability to manage multiple requisitions and priorities simultaneously

• Exceptional attention to detail and commitment to data accuracy

• Excellent written and verbal communication skills

• Experience with an applicant tracking system (Greenhouse preferred)

• Proficiency in Microsoft Office, particularly Excel

• Ability to work in a fast-paced, high-volume environment

• Experience supporting hiring in clinical research, healthcare, or a multi-site organization preferred

• Experience with marketing campaigns using Salesforce, Hubspot, or sourcing candidates from Indeed or LinkedIn Recruiter highly preferred

• Familiarity with recruitment metrics and reporting preferred

Why Join Us

This is an opportunity to play a key role in scaling a growing clinical research organization while gaining exposure to full-cycle recruiting and talent acquisition strategy. You’ll work closely with experienced Talent Acquisition Partners and have the opportunity to grow your career within a high-impact function.

California Pay Range
$50,000—$70,000 USD